Event & Partnerships Manager Paris

JobTitle: Events Manager

Department: Special Events

Reporting to: Director of Marketing, Continental Europe

Location: Paris

Contract: Permanent, Full-Time

Role Overview

To deliver exceptional quality live events within the Galleries as well as off site and across the regional offices. To lead on the planning and operational coordination from concept, to on‑the‑day management and post‑event feedback. Responsible for the management of individual event budgets, tracking and reporting on KPIs, along with necessary administrative tasks.

Responsibilities

Live Events

• Project manage and deliver live events from conception, to execution and post‑event reporting
• Engage with and contract external suppliers and partners to deliver high‑quality events
• Ensure budgets are not exceeded and estimated costs are accurate throughout the planning process
• Maintain up‑to‑date digital event files, accessible with relevant and thorough information for team members
• Ensure clear and thorough internal communication with Ops teams, attending weekly operational meetings, producing checklists and conducting individual event walk‑throughs
• Attend weekly meetings with Head of Events to update on details of all forthcoming events and review recently completed ones

Guest List Management

• Work with Client Strategy to identify target criteria, using this to collate compliant guest lists
• Ensure adherence to compliance policies on GDPR, taking responsibility for remaining up‑to‑date with requirements
• Manually add clients to RSVP lists where applicable
• Monitor guest numbers and act where necessary to control numbers
• Manage a generic event inbox for any client queries
• Handle RSVPs for dinners and liaise with clients for event critical details

E‑vite/Invite Management

• Log requests and work with Design team on Workfront for PDF e‑vites, hard copy and print requests
• Create e‑vites or hard‑copy invitations in line with global brand guidelines and liaise with the expert and marketing departments to obtain sign‑off
• Create landing pages and client confirmations on Splash to receive RSVPs
• Build, test and send e‑vites to mass email addresses via Splash
• Liaise with Relationship Managers to send out invitations for dinners and personal events
• Arrange calligraphy and mailings for hard‑copy mail‑outs

Post‑Event Admin

• Track data on clients invited, accepted and attended, and save it securely
• Note final guest numbers and costs
• Pull transactional data following relevant sales with Client Strategists for each event
• Update Event Review with relevant statistics, data and qualitative feedback
• Raise POs in advance of invoices being sent and ensure vendors understand invoice process and terms of payment
• Chase invoices and any internal recharges in a timely manner
• Create sundry invoices for third parties and caterers for externally hosted events
• Manage the approved suppliers list and keep it up‑to‑date with correct contact details
• Maintain records of where Introductory Commission is payable
• Keep note of all expected event income, raise invoices and send to contractors
• Liaise with Risk to ensure all contractors, new and existing, meet requirements
• Maintain updated information on Health and Safety documents, Public Liability, Employers Liability and Risk Assessment forms for all contractors
• Manage annual renewals at the beginning of each year
• Research and investigate new caterers, florists, production companies, printers, musicians etc. to ensure continuing high‑quality, cost‑efficient events

Diary Administration

• Ensure the events calendar is up‑to‑date with sale and exhibition information
• Guarantee all diaries and review documents are consistent with up‑to‑date information
• Keep a global diary accurate with detailed information on local and regional events and present all upcoming events in bi‑weekly Events, Client Strategy and Marketing meetings
• Update Auction Operations with events for the following week for ‘What’s On’

Champagne and Stock Management

• Track all Champagne usage at events, cross‑referencing with finance to ensure costs are offset to relevant events
• Conduct quarterly physical stock counts and reconciliations
• Ensure stock levels are maintained appropriately

Qualifications

• At least 3 years of Event Management experience, ideally in a B2C environment
• Excellent communication skills when liaising with external suppliers, clients and colleagues
• Demonstrates a proactive approach with strong problem‑solving skills
• Able to use initiative
• Outstanding organisational skills, including the ability to multi‑task and prioritise to meet varied and tight deadlines
• Ability to work independently and as part of a team
• High level of attention to detail